Below is a complete breakdown of:
What mapping items are required for each transaction type
How to configure the integration depending on which transactions the user wants
A master matrix table for all transaction types
📘 Available Mapping Items
The following mapping items determine which QuickBooks transactions ShopView can create:
Accounts Receivable
Inventory Asset
Received Payments
Cost of Parts
Cost of Parts (tax)
Labor (taxable)
Labor (non-taxable)
Parts (taxable)
Parts (non-taxable)
Shop Supplies
Sales Taxes
Classes
Locations
📦 What Each Mapping Controls
Below is a list of the transaction types ShopView can sync to QuickBooks, and which mapping items are required for each.
1️⃣ Customer Invoices
Invoices require revenue mappings + A/R.
Required Mappings
Mapping Item | Why |
Accounts Receivable | QBO requires this for invoice creation. |
Labor (taxable / non-tax) | Needed if labor appears on invoices. |
Parts (taxable / non-tax) | Needed if parts appear on invoices. |
Shop Supplies | Required if used on invoices. |
Sales Taxes | Required if any taxable items are present. |
Optional
Classes
Locations
NOT Required
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Received Payments (only needed for payments, not invoices)
2️⃣ Received Payments
Payments must be applied to invoices, so invoice mappings must also be correct.
Required Mappings
Mapping Item | Why |
Received Payments | Tells QBO which account to deposit payments into. |
Accounts Receivable | Required because payments apply to invoices. |
Optional
Classes
Locations
Not Required
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Products & Services (only needed for invoices, not payments but if you want payments, you will want invoices as well)
3️⃣ Vendor Bills
Bills represent costs and inventory adjustments.
Required Mappings
Mapping Item | Why |
Inventory Asset | Required if parts affect inventory. |
Cost of Parts | Cost of Goods Sold for special order parts |
Cost of Parts (tax)* | Payable account for your taxes |
*Is only to be used by Canadian clients. Mapped to their GST/HST payable account.
Optional
Classes
Locations
Not Required
Accounts Receivable
Received Payments
Products & Services
4️⃣ Vendor Credits
Vendor credits behave like bills; they require the same mapping accounts.
Required Mappings
Mapping Item | Why |
Inventory Asset | Required for inventory adjustments. |
Cost of Parts | To credit Cost of Goods Sold for special order parts |
Cost of Parts (non-tax) | To credit the Payable account for your taxes |
Optional
Classes
Locations
5️⃣ Vendor Payments
Vendor payments apply against vendor bills, so both bills and payments must be supported.
Required Mappings
Mapping Item | Why |
Inventory Asset | Required because vendor bills must exist. |
Cost of Parts | Required because vendor bills must exist. |
Cost of Parts (non-tax) | Required because vendor bills must exist. |
Additional Requirement
Vendor payments also require choosing a bank account within QuickBooks when the payment is created (handled in the vendor payment operation, not mapping).
Optional
Classes
Locations
6️⃣ Journal Entries
Journal entries are used for:
Manual Inventory Adjustments
Moving the sale of an inventory part from your balance sheet to your income statement.
Required Mappings
Mapping Item | Why |
Inventory Asset | Both accounts must be present to offset each other |
Cost of Parts | Both accounts must be present to offset each other |
Optional
Classes
Locations
Important note: If you have custom mapping that removes vendor bills and credits from going to QBO, your journal entries will also not sync because the mapping required is the same. You will have to make sure you manually adjust your inventory asset account
📊 MASTER TABLE — REQUIRED MAPPINGS BY TRANSACTION TYPE
Mapping Item | Customer Invoices | Received Payments | Vendor Bills | Vendor Credits | Vendor Payments | Journal Entries |
Accounts Receivable | ✔ Required | ✔ Required | ❌ Not required | ❌ Not required | ❌ Not required | ❌ Not required |
Received Payments | ❌ Not required | ✔ Required | ❌ Not required | ❌ Not required | ❌ Not required | ❌ Not required |
Inventory Asset | ❌ Not required | ❌ Not required | ✔ Required | ✔ Required | ✔ Required | ✔ Required |
Cost of Parts (COGS / Special Order) | ❌ Not required | ❌ Not required | ✔ Required | ✔ Required | ✔ Required | ✔ Required |
Cost of Parts (tax) | ❌ Not required | ❌ Not required | ✔ Required (tax payable) | ✔ Required (credit tax payable) | ✔ Required | ❌ (JE does not use tax account) |
Labor (taxable) | ✔ Required if labor appears | ❌ | ❌ | ❌ | ❌ | ❌ |
Labor (non-taxable) | ✔ Required if labor appears | ❌ | ❌ | ❌ | ❌ | ❌ |
Parts (taxable) | ✔ Required if parts appear | ❌ | ❌ | ❌ | ❌ | ❌ |
Parts (non-taxable) | ✔ Required if parts appear | ❌ | ❌ | ❌ | ❌ | ❌ |
Shop Supplies | ✔ Required if used | ❌ | ❌ | ❌ | ❌ | ❌ |
Sales Taxes | ✔ Required if tax appears | ❌ | ❌ | ❌ | ❌ | ❌ |
Classes | Optional | Optional | Optional | Optional | Optional | Optional |
Locations | Optional | Optional | Optional | Optional | Optional | Optional |
7️⃣ Fees
When mapping your ShopView account Fees to Quickbooks Online you'll click and the Select Product / Service titled "Fees".
If "Fees" does not yet exist as a selectable option you'll need to create a new Product inside Quickbooks Online first. Then, navigate back to ShopView and select this newly created product.
8️⃣ Discounts
When mapping your ShopView account Discounts to Quickbooks Online you'll click and the Select Product / Service titled "Discounts".
If "Discounts" does not yet exist as a selectable option you'll need to create a new Product inside Quickbooks Online first. Then, navigate back to ShopView and select this newly created product.
🧭 Scenarios & Mapping Templates
Below are simplified mapping templates that show EXACTLY which mappings must be enabled depending on the customer’s desired sync behavior.
📌 Scenario 1 — Full Accounting Sync (Everything)
Invoices, payments, bills, credits, vendor payments, JEs.
Turn ON
Everything except optional items:
Classes (optional)
Locations (optional)
📌 Scenario 2 — Invoices ONLY (no payments, no bills, no credits, no journal entries)
Turn ON
Accounts Receivable
Labor (if used)
Parts (if used)
Shop Supplies (if used)
Sales Taxes (if applicable)
Turn OFF
Received Payments
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Optional:
Classes (optional)
Locations (optional)
📌 Scenario 3 — Invoices + Payments (no bills, no credits, no journal entries)
Turn ON
All required invoice mappings PLUS:
Received Payments
Turn OFF
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Optional:
Classes (optional)
Locations (optional)
📌 Scenario 4 — Vendor Bills + Vendor Credits + Vendor Payments (no invoices, no received payments)
Turn ON
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Turn OFF
Invoice- and payment-related mappings.
Optional:
Classes (optional)
Locations (optional)
📌 Scenario 5 — Invoices + Bills (but no payments)
Turn ON
Accounts Receivable
Revenue mappings (labor/parts/supplies)
Sales Taxes
Inventory Asset
Cost of Parts
Cost of Parts (tax)
Turn OFF
Received Payments
Optional:
Classes (optional)
Locations (optional)
FAQ:
1. I want to turn off my vendor bills and credits from going to QB.
This is possible with the customer mapping but this will also sever the trigger for the journal entries as well so you will have to manually adjust your asset account or your balance sheet will be incorrect.
2. Why doesn't My ShopView inventory value doesn't match my QuickBooks Inventory Asset balance?
This mismatch is almost always caused by one of the following:
Journal Entries stopped syncing. JEs are what move inventory value from the Inventory Asset account to Cost of Parts in QuickBooks when a sale happens. If Vendor Bills and Vendor Credits mapping is turned off (see FAQ above), the shared Inventory Asset / Cost of Parts mapping means Journal Entries stop syncing too — ShopView's inventory value keeps moving but QuickBooks' Inventory Asset balance doesn't, and the gap grows over time.
Mapping changes aren't retroactive. Turning a mapping ON only affects transactions created after that point. It does not re-sync or correct any transactions from before the change.
Manual entries made directly in QuickBooks. Adjusting journal entries, inventory write-offs, or corrections entered directly in QuickBooks (rather than through ShopView) are never reflected back in ShopView and will widen the difference.
To reconcile: run the Inventory Value Report in ShopView, compare it to your QuickBooks Inventory Asset account balance as of the same date, and check whether Vendor Bills/Credits mapping was off or recently changed during that period.